Transcript Englewood Document Management

Welcome
Thanks for coming today.
RFP 101
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How
Who
Why
What
Where do I begin
A Client and Consultant perspective
Pursuing an Enterprise Content Management System
Prepared by Kerry Bush
The Information Explosion
• 90% of all Information is still on paper
• Only 10% is on a more useful media
 5% on microfilm/fiche
 5% on computer magnetic
Prepared by Kerry Bush
Information Created on Paper
DID you know….
• 45 sheets of paper created per day per worker
• A 4 drawer filing cabinet holds 12,000 pages,
takes up 9 square feet of floor space and costs
$1,500 per year
• Every 12 filing cabinets require an additional
employee to maintain
• 12% of all records are misfiled each year!
Prepared by Kerry Bush
The Real Problem . . .
…is not the volume of paper, but the inability
to:
1. Rapidly access existing information, and
using this information to make better
decisions, not depending upon a chosen few
for this retrieval.
2. Version control and who has what
3. Find information when it is required by law
or to put a hold on it when required by law
4. Information leaving when people are leaving
Prepared by Kerry Bush
Current Challenges
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No Audit Trail for Document Changes
Laborious Document Sharing
Manual Distribution channels
Untimely Document Retrieval and only a few people
to do it, based upon their schedule
• Multiple versions of the same document
• Legal issues
Prepared by Kerry Bush
Why Are We Here Today?
An Adventurous Journey
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Public sector vs. private sector
Why we began almost two years ago
Change Management features
Disaster Recovery/Records Recovery
OOPS! Destroyed permanent documents
Steering Committee and Executive Committee
Information gaps
Business Process Mapping
Prepared by Kerry Bush
Types of Documents Handled
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Personnel Records
Purchasing documents
Engineering Drawings
City Permits and Maps
Contracts and Rights
Meeting Minutes
Billing information
Licenses
Legal and Court documents
Good to Know for Classification and Indexing
Prepared by Kerry Bush
What we hoped an Enterprise
Content Management
would bring:
• Capture, store, manage and retrieve
every type of document from the PC
• Assist in Disaster Recovery through
electronic backups
• Maintain and validate legal retention
schedules
Prepared by Kerry Bush
Project Description
• Move paper documents to electronic storage.
Retention of permanent records moved out of
offices to centralized permanent storage.
• Management Lifecycle of City Information from
creation to destruction or permanent storage
• Provide an easy, accurate tool for retrieval, that
almost anyone can use themselves
• Automated workflow creation
• Streamline business processes and procedures
Prepared by Kerry Bush
Improvement Opportunities
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Provide improved management and easier
access to City information
Reduce administrative costs
Increase accuracy, efficiency and availability
when information searching
Permanent retention of records out of
individual offices
Streamline legal compliance, monitor
document access, and enforce retention
policies
Strengthen the Disaster Recovery Plan
Prepared by Kerry Bush
Alternatives
• Maintain traditional Information Management
– Ineffectual use of City Information and staff time
– Relying on Institutional Memory, hoping it doesn’t
leave before we capture it
– Manual Processes
– Limited Citizen Access and formalized approach
– Legal liability
• Let each Department procure a solution
– Nonstandard equipment, software, and support create
additional complexities and cost
– Version control issues between departments
– Limited workflow solutions
Prepared by Kerry Bush
Summary
• Director Buy-In
 Assign department representative
 Executive Committee And Steering Committee
 Set goals and objectives
• Vendors
 Who is our audience and who do we think will
apply?
 Go to conferences, workshops
 Network, Network, Network
Prepared by Kerry Bush
• Create RFP
 Meet with steering committee (A LOT)
 Attempt to write, getting input from both committees
 Hire consultant to tweak
• Interpret RFP responses
 Work with consultant
 It’s harder than you think!
• Follow process to select a Vendor
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Write script for on-site demonstrations
Rank responses numerically (better justification)
Reference Checks
Site Visits
Prepared by Kerry Bush
• Our implementation will begin with City
Clerk’s office
 Official Custodian of all records
• Migrate old system to new system.
Verify, verify, verify!
• Continue to other Departments who show
interest and are willing to pay!
• Release to citizens, with limited access
rights
Prepared by Kerry Bush
AIIM Resources
• http://www.aiim.org/documents/standards/
arp1-2007.pdf
• “Analysis, Selection and Implementation of
Electronic Document Management
Systems (EDMS)” July 2007
Prepared by Kerry Bush
Questions?
• Here’s Carol Mitchell to share the Consultant’s
point of view.